2021 Bidding Guidelines Canadian Ringette Championships
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Bidding Guidelines
Canadian Ringette Championships
2021Introduction
Ringette Canada (RC) is the National Sport Organization (NSO) for the sport of ringette in Canada. Founded in
1980, Ringette Canada includes over 30,000 players from 9 provinces as well as over 2000 coaches and 1,800
officials. RC is the owner, on behalf of its Members, of the Event. In all of our work, Ringette Canada is guided by
our core values: Innovation, Collaboration, Accountability, Respect and Excellence.
Website: www.ringette.ca
Event Overview
The event being hosted and open for bids is the Canadian Ringette Championships (CRC), hereinafter called the
“Event”. This Event encompasses the Canadian championships in the U16 and U19 age divisions, and the possibility
of including the National Ringette League (NRL) Championship*.
While these are essentially separate events, traditionally they are held at the same time and at the same place and
hosted by the same group: thus, bids for hosting the CRC incorporates all three categories of play. This Event
requires a clear understanding of roles and responsibilities that continue to nurture open communications
between the stakeholders for the Event. The following is an overview of the key stakeholders in the Event to give
context to those details that follow:
Provincial Ringette Associations: The provincial ringette associations are the members of RC. They are also
indispensable in terms of hosting any major event. All bids must receive the endorsement of their provincial
ringette association before being considered for this bid process. Provincial ringette associations will be free to
endorse more than one bid if they so choose.
Local Ringette Associations: Local ringette associations are a vital part of the process from the bid stage
through to execution. While not a requirement, often the local ringette association is the hosting organization. If
the local or provincial association is not hosting the Event, it is essential that the Host Committee secure the
support of these important partners.
Host Committee: The Host Committee is the body with which RC will contract to host the Event. The Host
Committee must be fully constituted according to their provincial societies incorporation act and must be free
to contract. In the case of the Event, this is often a local or provincial ringette association. The Host Committee
is ultimately responsible for financial losses incurred at the Event and is the recipient of surpluses from the Event.
Bid Submissions
Bidding communities should produce a document that outlines their bid, the support they have in executing the
bid (and the Event if successful in the bid) and their community. While each bid will be unique in its theme and
flavor (which is important in providing the participating athletes with an unforgettable experience) it is also
important for the delegates considering this bid to have sufficient time and basic information to accurately review
and compare the bids received. Consequently, the bid submission document, utilizing the format outlined in the
Appendix will consist of two parts:
Part 1 comprising the basic information complying with the technical requirements/information in a
consistent format using ‘key assumptions’ and the templates provided in this document; and
Part 2 comprising any other information the bidder wishes to present, all of which can be presented in
a manner that reflects the uniqueness of the community and region submitting the bid.
The Bid Document, consisting of both Parts 1 and 2 will be provided in accordance with the timeline outlined
below.Bid Overview
The bid process presents an incredible opportunity for ringette communities and communities-at-large to excite
and electrify their communities by hosting ringette’s best athletes.
Another opportunity exists to connect with your community-at-large and forge more partnerships within your
own community. Even those bids that are not successful will benefit from the connections, thoughts and
relationships that are required to put the bid together.
Bid Timeline for 2021 Event
August 2, 2019 Deadline to submit bids to Ringette Canada.
September 6, 2019 Deadline for technical visit (if needed) & bid review by Ringette Canada.
September 20, 2019 Decision of host by selection committee to award the Event.
2021 Event Timeline Options for consideration
(1) March 28 - April 3, 2021;
(2) April 4 - April 10, 2021; *
(3) April 11 - April 17, 2021.
*Ringette Canada preferred event date
Event Requirements
In order to ensure the Event is held to the highest standards, RC has created the following Event requirements.
Bidding committees should be careful to read and understand these requirements before proceeding with their
bid. In addition, “key assumptions” have been identified in order to ensure a clear understanding of the
requirement and consistency among bids received.
These requirements will help create a solid foundation for hosting the Event. With this foundation in place,
Bid/Host Committees will have considerable room to create and innovate to develop a better event with greater
benefits for all involved.
These requirements are intended to be clear enough to give specific direction to Bid Committees. What cannot
be captured in requirements of this type is the need for our hosts to rise to the world class level of our athletes.
The guidelines outline, for instance, the size of dressing rooms. They do not outline that the dressing rooms
must be of a quality fitting for a National Championship.
Key Assumptions
NOTE 1: Whenever information provided in the bid submission varies from a “key assumption” or
another assumption is utilized or added, this revised assumption is to be identified within the
submission, generally by way of a footnote contained in Part 1.
NOTE 2: If one or more of the proposed venues is not currently in existence or will be undergoing
renovations/construction prior to or during the proposed time frame of the Event, this fact
should be identified by way of footnote which will include an alternative location/plan for the
activity anticipated for that venue in the eventuality the construction or work is not completed
in time.
NOTE 3: Failure to comply with any of the “key assumptions” in any category does not disqualify the bid
submission, but the Bid Committee should be prepared to explain this failure during the
presentation to the voting delegates, who may take these omissions into account in their
deliberations and voting.Accommodations
Host Hotel
Accommodations, as outlined below for the Board and staff of RC attending the Event
Officials Hotel
Accommodations, as outlined below for the Major Officials attending the Event
Athletes’ Hotels
Accommodations, as outlined below for the teams attending the Event
Ceremony Venues
Closing Ceremony
This Venue is at the discretion of the Host Committee and will depend on availability of a facility
suitable for the planned ceremony. Seating should be no less than 2000
Opening Ceremony
The Venue is at the discretion of the Host Committee and will depend on availability of a facility
suitable for the planned ceremony. Seating for should be no less than 1500
Major Officials
Per Diem
In accordance with Ringette Canada Travel Policy
Number of Major Officials
Range of 50-60 (on-ice officials, shot clock operators and supervisors) depending on facilities
Number of Ringette Canada Representatives
Not to exceed 15 (Board members, National Team Scouts, Sport Development Team and Ringette
Canada Staff)
Number of Teams
Confirmed divisions:
up to 21 teams @ U16 with average team size of 24 (players and staff)
up to 18 teams @ U19 with average team size of 24 (players and staff)
Possible division:
8 teams @ NRL with average team size of 22 (players and staff)*
Other Required Venues
Athlete Dressing Rooms
Dressing rooms in each playing venue measuring approximately 20’ x 20’ (400 sq ft) and includes
a private toilet and sink, and stalled shower facilities. It is expected the dressing rooms will be
clean, and acceptably maintained for a national level event
Athlete Warm-Up Area
Areas associated to each playing venue. This area must be accessed by accreditation, separate
from the general public, and large enough to accommodate 2 teams wishing to warm-up prior
to their match. The floor surfaces must be appropriate athletic surfaces
Coaches Meeting
Facility to accommodate the coach/team registration and meeting in advance of the Event for
the team representatives (minimum of 3/team).
Media Room
Separate location within confines of each playing venue complete with power, telephone and
internet access, and space for media to file reports and players to be interviewed in an
appropriate environment
Medical Services
Separate and private first aid location at each playing venue. The first aid room must be easily
accessible from the ice surface and should not be accessible to spectators
Merchandise Service
Location of a maximum of approximately 600 sq ft at each playing venue, or as ultimatelydetermined by the Official Merchandise Supplier
Officials Meeting Room
Meeting room at the Officials Hotel to be available for use by the Officials throughout the
Event
Host Society Office
Meeting room for Host Society members to hold meetings and storage space. Can be combined
with volunteer services room.
Ringette Canada Office
Official Ringette Canada Office within each Playing Venue (if more than one) for RC staff to
meet regarding specific issues such as pool determination, official scoring and disputes.
Volunteer Services
Location at each playing venue for volunteers to report for duty and congregate between games
Webcast
Location at each playing surface to set up webcast camera. Venue must offer suitable internet
capabilities to provide HD webcast images.
Playing Venues
Minimum of six (6) playing surfaces (including the Main Playing Arena) meeting the Technical
Requirements outlined below, with ideally eight (8) being available if necessary, and all being available for
most if not all of the days during the Event. In addition to actual competitions, ice availability is important
pre-Event for practice purposes for teams arriving early for the Event. This practice ice represents an
opportunity for revenue to the Host Committee.
Transportation
Air Transportation
The Host City must be easily accessible by air. The Host City should be serviced by an
international airport with adequate number of non-stop flights and passenger seats each day.
Information regarding airline flights and costs related to airlines servicing the airport(s) to be
utilized for the Event
Ground Transportation
Transportation, as outlined below, to/from the designated airport for the Board, staff and Major
Officials of RC, including transportation to/from playing venues and other event venues.Technical Requirements
Main Playing Venue - Playing Surface and Spectator Areas
The Main Playing Arena must meet the following requirements:
● Standard size ice (85’ x 200’), or international size ice surfaces. The ice surface must include all ringette
markings.
● Minimum of six (6) dressing rooms available
● First Aid room
● High Performance Athlete treatment room
● Two (2) Officials’ change room with separate stalled shower and toilet.
● Athlete warm-up area
● Spectator seating in the arena adjacent to the ice surface for no less than 1000 spectators
● A space for broadcast setup
● Dedicated Internet access for broadcast purposes - to be supplied by the host.
Other Playing Venues - Playing Surface and Spectator Areas
The other playing arenas must meet the following requirements:
● Standard size ice (85’ x 200’) or international size ice surfaces. The ice surface must include all ringette
markings.
● Minimum of four (4) dressing rooms for each pad of ice at the venue
● First Aid room
● High Performance Athlete treatment room
● Two (2) Officials’ change area with separate stalled shower and toilet.
● Athlete warm-up area
● Spectator seating areas in the arena adjacent to the ice surface for no less than 500 at one ice pad and
minimum of 100 at other ice pads
● Dedicated Internet access for broadcast purposes - to be supplied by the host.
● Medical and Athlete Services
Medical services should include
● Non-emergency treatment
● Emergency Treatment
The Host Committee will have first aid attendants and first aid kits available at every ice surface with access to a
qualified physician within minutes of each venue for the duration of the Event. Ambulance services would be
coordinated so that appropriate coverage would be in place for all of the related events. The main medical center
would be located at the Main Playing Venue where all medical personnel would be coordinated and dispatched.
On site medical centers would be clearly identified and visible to all participants, volunteers and spectators. Other
services such as general physiotherapy advice would be available as coordinated through the medical headquarters.
Major Officials
RC will be responsible for identifying, selecting and scheduling the major officials (including Supervisors, On-Ice
Officials, and Shot Clock Operators) who will be participating in the Event.
The cost of the major officials’ accommodation rooms and travel expense to the host city and back are borne by
RC.
The costs for per diems and local transportation for the major officials will be borne by the Host Committee.
Minor Officials
The Host Committee will be responsible for the training, assignment and oversight of minor officials throughout
the event. This will include announcers, scorekeepers and timekeepers. For the Event the typical requirementwill be no less than 30 trained individuals for each role.
The Event Technical Delegate, in consultation with the Director of Officials and Technical Director will select
the minor officials for playoff games, and will reserve the right to request minor officials be assigned (or not
assigned) for certain games.
The training of a pool of minor officials will be an important pre-event function for the Host Committee and will
provide the hosting community with an important legacy after the Event.
Event and Logistical Requirements
Arena - Media and Television Requirements
RC will provide a webcast or broadcast partner for the event at their expense. The Host will be required to
provide a volunteer on the committee to act as the liaison with the webcast or broadcast partner leading up to
and during the event. All playing surfaces must be suitable for hosting a broadcast or webcast and require a
broadcasting location. A letter of support from a broadcast partner who has used this facility in the past should
accompany the host bid. All venues must have high speed internet access available to the broadcaster at the cost
to the host.
Ground Transportation
Ground transportation requirements can be fulfilled in a variety of ways, either separately or in a combination,
subject to contract negotiations and budget considerations between the Host Committee and RC.
The host shall provide:
- Transportation of all major officials for the duration of the event
- Five vehicles to be used by Ringette Canada for the duration of the event (must include one mini-van)
(these do not include the vehicles required for transportation of major officials during the event).
- A designated vehicle rental partner with negotiated preferred for teams attending the event.
The host committee may provide the following as added value for participants:
- Bus service at no expense for teams required to travel an extended period of time to outlying playing
venues (e.g. in excess of 60 minutes from hotels);
- Fans attending the event should also be provided with a preferred transportation plan (e.g., public transit,
etc.).
Opening Ceremony
The details of this activity will be at the discretion of the Host Committee, but should include entertainment,
speeches by local and national dignitaries and introduction of the provincial contingents. The intent of this
ceremony is to raise enthusiasm and excitement for the beginning of the Event. It does not include any planned
meal or food preparation for participants. It is a requirement that the entirety of this ceremony be done in English
and French.
Closing Ceremony
The details of this activity will be at the discretion of the Host Committee, but should include recognition of the
age group winning teams, entertainment, speeches and awarding of All Star and other post-event awards. The
intent is to provide a more upscale event than the Opening Ceremony, one that is dedicated to recognizing
excellence and awards recipients in a more formal format, at a reasonable cost to both spectators and the Host
Committee. Therefore, it does not include any planned meal or food preparation; however, given the necessary
timing of the activity it is appropriate for some form of light buffet (previous examples include dessert buffet,
chocolate fountains) to be served either in advance of the ceremony while teams are waiting for the start of the
ceremony or at the conclusion of the ceremony.It is a requirement that the entirety of this ceremony is done in English and French.
Medal Presentations
Medal presentations will take place following the gold medal game. The format of this presentation will be
developed by the Host Committee in consultation with RC. This ceremony will include Gold, Silver and Bronze
medal presentations (medals supplied by RC) and a trophy (supplied by RC) presentation to the winning team.
A presentation of a banner and medals (Gold and Silver) will be made after the Consolation Final.
In addition to the presentations outlined above, presentations will be made to “player of the game” in several
categories at the conclusion of each consolation final game and the bronze and gold medal games in each division.
Game Presentation
Game presentation will be a vital element in making this Event a success. If possible, all games should have an
announcer (both official languages for medal games is essential) and music during warm-up, stoppages in play and
intermissions. Over the course of the Event feature games should be identified where fan interaction intermission
activities will be held. A minimum of one game per day should be a feature game.
Host & Officials Hotel and Accommodations
One hotel for the Event should be identified as the Host Hotel for Ringette Canada delegates and VIPs, and
one hotel for Major officials, which should not be used by any of the participating teams. If appropriate, a
hotel may be identified as a host for the teams. A preferred rate for staying at each host hotel should be
negotiated by the Host Committee.
The following rooms are required (minimum):
Hotel Guest Rooms Room Nights Meeting Rooms
Host Hotel (Ringette 6 single rooms 330 room nights
Staff and VIPs) 1 Suite
One (1) room for
60 people, available
40 double rooms
Major Official’s Hotel 249 room nights for the duration of
1 Suite
the week at no cost
to RC.
400 (40 teams @ 10
Team Hotels 3200 (8 nights) Varies
rooms each)
VIP Services
The following groups are designated VIPs for the Event and should receive preferential treatment such as
access to all events/activities, preferred seating, and access to Event transportation:
● Ringette Canada Board of Directors & Staff
● Key national and local sponsors
● Government Representatives
● Provincial Ringette Association Presidents
Merchandise and Souvenirs
Ringette Canada will contract an official merchandiser for clothing and branded memorabilia. The HostCommittee will receive a stipend from the successful merchandiser as a result of this arrangement. During
the Event, the Host may not allow or arrange for branded merchandise sales by other vendors.
Official Event Photographer
An official event photographer is required and must be identified by the Host. The photographer must provide
daily photos of games and all activities surrounding the Event to the Host Committee and RC. Photographs will be
used for media and promotional purposes. At the conclusion of the Event, the photographs become the property
of RC with photo credit being given to the photographer.
In addition to providing official photographs for the Event, the photographer can also sell the photographs on-
site to fans, athletes and families. Financial arrangements with the official event photographer rest with the
Host Committee and not RC.
Media Relations and Communications - Including Websites
The Host Committee will designate a Media PR rep to work in consultation with RC’s Media PR consultant
to create awareness and provide general event information to the Media.
Ringette Canada will provide the platform for the event website, online results system and access to the
ringette.ca network.
All external communications must be provided in both official languages (press releases, website postings, etc.).
Event Promotions and Ticket Sales
The Host Committee will be responsible for establishing an events promotion and ticket sales plan targeting
both the ringette and non-ringette communities. This plan should be geared towards the promotional goal of
having a sellout for the gold medal games. The plan should include:
● Event signage throughout the Host community leading up to and during the Event
● Ticket sales, which may be set up via a professional 3rd party outlet (e.g. Ticketmaster)
● An event logo developed by RC and designed in consultation with the Host Committee to reflect the
event and the host community
● Press conferences
● All local ringette associations in the host area.
RC will work with the teams to make athletes available (when possible) for any promotional events scheduled.
Doping Control
As Ringette Canada adheres to the drug policy and enforcement under the Canadian Centre for Ethics in Sport
(CCES), participants at this event may be subject to scheduled drug testing throughout the week of the Event.
CCES will work with the Host Committee via Ringette Canada to engage in this activity; however, the successful
bidder should be prepared to have on hand independent volunteers to assist as chaperones in conducting the
necessary testing.Financial Requirements
In order to create value for our stakeholders, we need to bring resources into the Event and allocate those
resources prudently. This section deals with those elements and should be a part of the consideration of any
group considering or working on a bid for these events.
Revenue Generation
The Host Committee will need to generate adequate revenues in order to fulfill all of the obligations of the Event
while still creating a legacy fund. Hosts can, and should expect revenue from the following sources (though others
are certainly possible):
● Ticket Sales
Host Committees can and should sell tickets to all games and capture revenue from these sales
● Local Sponsorship
Host communities will be able to develop sponsorship packages for local sponsors as well as national
level sponsors
● Merchandise Sales
See above re: Merchandise and Souvenirs
● Ticket Sales for non-game events (e.g. Opening and Closing Ceremonies)
Opening and Closing Ceremonies can both be opportunities for extra ticket sales; however
traditionally the Opening Ceremony has not been a ticketed activity
● Grants (see below)
Host Committees will need to examine opportunities to partner with government and other
agencies for grant funding in support of the Event
● Parking, concessions and other ancillaries
Host Committees should attempt to capture revenue from parking, concessions and other
elements of the venue operations. These elements are most often retained by the venue, but
this possibility should not be ignored.
● 50/50 and other Gaming Fundraisers
Host Committees are free to pursue 50/50’s and other similar fundraisers such as casino nights
providing they secure proper registration/licensing from their respective municipal and/or
provincial government
● Ice Sales
Sale of ice obtained at the venues can be resold by the Host Committee to teams arriving for the
Event and wishing to book practice times. This establishes one-stop shopping for the incoming
teams and may provide some revenue for the Host if they have negotiated a special rate for
ice during the Event
Key Funding Partners
Government funding partners can be an important part of the revenue picture, but also a source of the
important connections that can make the Event truly memorable. This can and should start at the bid stage,
as Bid Committees should be working closely with their local tourism bureaus to help with the formulation of
the bid. Governmental partners can include (but are not limited to):
● Local Municipality;
● Regional Government (if applicable);
● Local or regional tourism and/or economic development bureau; and
● Provincial Government.
Hosting Fee
Host Committee will be expected to pay a hosting fee in the amount of $30,000 for the rights to this event.This amount shall be deducted from the event profit and due to Ringette Canada by June 6th, 2021.
Hosting Grant
Host Committees can expect RC to provide a hosting grant. This grant will comprise an amount of $1,500 per
entered team. This amount will be distributed in the months leading up to the Event, with $1,000 withheld pending
the filing of the Host’s final report. Depending on the nature of sponsorship agreements, some of these may also
provide a share of proceeds to the Host Committee.
Economic Impact
Historically, we have seen that the economic impact of the Event will be on the order of $2,000,000 in the local
area.
Cost Management
In order for the Event to be successful, the Host Committee will have to ensure that proper controls are in
place to manage and limit costs. The Host Committee will need to establish its own bank account and financial
procedures.
Signing authority for the Host Committee account needs to be held to a maximum of four people and it needs
to be clear to the entire Committee that only those four can commit the funds (even informally) of the
Committee.
Host Committees can expect costs to be incurred for many of the areas outlined in this bid package.
Costs for varying elements can be quite different from city to city, so for the most part direct comparisons
will be difficult; however, utilizing the “key assumptions” may bring some structure to this process.
It is vital to note that any losses incurred through the hosting of this Event will be the responsibility of the
Host Committee.
Surplus Sharing
As this Event is owned by RC there is a formula for sharing the surplus, following the submission of audited
statements to RC by the Host Committee. The net surplus is calculated after payment of Hosting fee to Ringette
Canada. The formula is as follows:
1. The Host will retain 100% from the first $50,000 in net surplus.
2. The remaining net surplus above $50,001 will be shared at 50% to the Host and 50% to RC.
Legacy Funds
Every Host Committee should be planning to create a surplus as a result of their hosting of this Event. As such,
each Host Committee will be expected to develop a plan for the use of their legacy funds to help further ringette
in their respective community. Legacy funds can be a boon to the development of the sport in a host community,
but can also present a very real challenge to the governance of the association. Legacy funds should be an element
of the bid presentation as the key decisions about what legacy will do and how it will do it need to be dealt with
at the outset of the hosting process.
Host Committee
At the heart of this project will lay a committed, passionate and effective Host Committee. The work of the Host
Committee will vary greatly in scope and type and thus so too should the composition of the Committee. The
Host Committee will need to be incorporated or affiliated with an existing body that has the ability to contract.Although the Committee may be affiliated with another body, it will be required to have its own bank account
and to keep financial operations separate from its parent body.
Structure of the Host Committee
The Host Committee will need to have a structure that is sufficiently flexible to allow it to adapt to the challenges
throughout this process but sufficiently rigid that it can form the foundation of the Event. Striking this balance is
no small feat. Regardless of the structure of the Host Committee, one of the keys to the success of the Event will
be the people that make up the Host Committee and its sub-committees. People will need to bring passion,
dedication and expertise in order to ensure accomplishment of the goals for this Event. In developing a Host
Committee, bids should be cognizant of the skill sets they will need to have on the Host Committee as well as
the need for people to do the work. To that end, the following is a non-exhaustive list of skill sets that can be
considered essential to the successful function of the Host Committee:
● Meeting planning and running meetings;
● Legal;
● Accounting and Financial management;
● Connections in the community:
● Government;
● Venues;
● Sponsors and service providers;
● Service clubs and other voluntary organizations; and
● Ringette expertise and experience.
The structure of the Host Committee is also important, but will vary according to the strengths and attributes of
the Host Committee members and the requirements of each unique community. Directors need to be recruited
for each area, but they will also need to recruit a team around them to divide up tasks and support them during
the event.
Co-Chairs
The Event should have two Co-Chairs who jointly perform the leadership role for the Event. As with the other
key roles in the Host Committee, the co-chair structure allows for some redundancy and avoids having the Host
Committee become too reliant on one person. The Co-Chairs should be prepared to act as the official
spokespeople for the Event in the community and to lead the efforts of the rest of the host group. At least one
of the Co-Chairs should have experience in running meetings.
Co-chairs cannot also be a coach or official at the event.
Director - Technical Arrangements
This role attends to the service of the ringette tournament part of the Event. This includes medical services,
officiating services, the preparation of the ice surface area and the dressing rooms areas and therefore would have
significant ringette experience. The person in this role is often selected to sit on the Discipline, Protest and
Grievance Committee.
Director - Hosting and Athlete Services
This role attends to the transportation, housing and feeding of the athletes, coaches and officials at the Event.
This role is broad and usually involves a large portion of the volunteer contingent for the Event. Key areas of this
portfolio include hotel liaisons, athlete welcome packages and ground transportation for officials.
Director - Volunteer Services
The Event will require between 175 and 250 volunteers. In this role, the Director will be in charge of recruiting,training and recognizing these irreplaceable volunteers. The person in this role will have to be able to liaise effectively with all other elements of the organization in order to gauge and fill each of their volunteer services needs. Director - Finance The Director of Finance will be charged with managing the financial well-being of the Event through the initial stages of the bid through to the completion and the creation of legacy funds. This role requires solid knowledge of bookkeeping/accounting practices as well as the ability to work closely with all of the elements of the host group to determine and resource financial requirements. Director – Fundraising The Director of Fundraising plays an essential role in providing the financial support for the Event and engaging the local and surrounding communities, businesses and organizations, as well as governments in providing services (both cash and in-kind) to the Event. Ideally this individual needs to be someone passionate about ringette, with contacts in the business community and an ability to sell the sport of ringette. Director - Event Services The Event services element of the event will include the opening and closing ceremonies, game presentation, webcasting, medal ceremonies and other promotional events leading up to and including the week of the Event. Representatives of Stakeholders Depending on the view of the Host Committee it may be prudent to include representatives of key partners on the Host Committee. These partners may include the municipality, the province or a key funding agency. The inclusion of these people on the Committee can include ex officio (non-voting) roles or full membership. All of these roles will be backed up with co-directors and with sub-committees. This structure will allow the Host Committee to spread out the work, and allow leaders in the community to take on particular areas (transportation for instance) without having to take on the entire “Athlete Services” portfolio. The Host Committee will have some flexibility in terms of their organizational structure, but should expect to work with a structure similar to that outlined above. Host Committee Relationship with Ringette Canada Ringette Canada has the honour and the challenge of hosting this major Event in our sport. Likewise, we will award a Host Committee with a similar challenge and honour; so we need to work together at every step of the way. The Executive Director of RC or designate will be an ex officio (non-voting) member of the Host Committee and is available to participate in Host Committee meetings as required (either by the Host Committee or Ringette Canada) and will be provided all Host Committee documents/minutes/budgets. Ringette Canada Staff The Bid/Host Committee can expect that one or more members of the RC staff will visit the bid/host community on at least two occasions: (1) after the initial bid submission and in advance of the vote for the bid selection, to conduct an on-site evaluation and provide feedback to the Bid Committee in advance of the final submission, this will be at the Bid Committee’s expense; and (2) in the months leading up to the Event to the Host Committee, and will participate in Committee meetings at that time, this will be at RC’s expense. The RC staff has the experience of running this annual Event as well as the background that comes with being professional in sport administration. It will be important for Host communities to work closely with the RC staff at all times to ensure a positive outcome for the Event.
Ringette Canada Board The Ringette Canada Board will play a role (as voting delegates) in the very important duty of selecting the successful bidder for this Event. They will also be in attendance at the Event and are in charge of developing budgets and policy that may affect the operation of the Event. Although ultimately responsible for the Event, the Board does not typically get involved in the day-to-day preparations and operations for the Event. From time to time, the Board may request a report from the Host Committee about their progress. The Board will then provide feedback to the Host via the RC staff. Volunteer Recruitment, Training and Recognition The Event simply will not happen if not for the considerable efforts of dedicated volunteers. Volunteers will be involved from the development of a bid package right through to after the Closing Ceremony. Host Committees will need to have a plan in place to recruit these volunteers, train them for their specific roles and recognize them for their efforts. The bid package should include an overview in reference to the available volunteers (especially if the municipality or province maintains a volunteer skills inventory), plans for recruitment and plans for retention. Host Committee Relationship with Key Partners The Host Committee will need to work closely with many key partners in order to make the Event a reality. Below is a short overview of some of these key partners. Local Ringette Associations It will be imperative that the Host Committee have the full support of their local ringette association and of those associations in the area. The Event will require a great deal of volunteer support, a dedicated base of ticket buyers and the coordinated efforts of the entire ringette community. Bid packages should include letters of support from all local associations in the area. Provincial Ringette Association As with the local ringette associations, the provincial ringette association will be an irreplaceable part of the bid and the conduct of the Event. All bids require a letter of support from the provincial ringette association. As with RC, the provincial ringette association is a source of experience and information. Competing Teams At the bid stage, the bid group will have limited, if any, interaction with the competing Provincial Sport Organizations or teams. As the Event date approaches, the Host Committee will work with these teams on logistical and promotional information on an ongoing basis. Venue Owners Host Committees will need to work closely with the owners of all of their venues. This, of course, includes the Playing Venue(s), but also includes hotels, sites for ceremonies and venues set aside for practices. Governments A national championship event requires that the municipal and provincial levels of government become involved. Their involvement can be financial in the form of grants, and can also include promotional and logistical support. The governmental partners can also include local and provincial tourism boards that can provide irreplaceable support to the Host Committee through the bid process and into the operational phase of the event. Post Event Report The Host Committee will be required to complete a post-event final report. This report will include information about the financial operations, logistics as well as lessons learned from the experience of hosting.
General Requirements
The following outlines some elements of an outstanding Event not captured in one of the headings above.
Relationship with the Federal Government
Host Committees may be able to find funding sources through the federal government such as Regional
development agencies (e.g., Western Economic Diversification, Atlantic Canada Opportunities Agency), Human
Resources Development Canada or other departments. Within the government, only Ringette Canada should
have contact with Sport Canada or the Department of Canadian Heritage. The Host must keep RC apprised of
all contact with the federal government.
Relationship with Event Sponsors
Host Committees will need to work closely with their event sponsors to ensure that they get the best possible
experience from their relationship with the Event. This will include VIP services for these sponsors, outstanding
delivery on the deliverables in the sponsorship contract as well as working closely with RC’s sponsors to ensure
there are no sponsorship conflicts or other challenges. Host Committees will need to work closely with RC on
their sponsorship program to ensure that there are no conflicts and that they work together to deliver value to
the corporate partners.
Relationship with Broadcast Partners
RC is the broadcast rights holder for this Event. As such, any broadcast agreement will be signed by RC. Although
RC is the owner of the broadcast rights, the local Host Committee can and will be very involved in the broadcast
of these events. This may include working with broadcast partners directly, ensuring that the broadcast partners
have the facility access they need and having co-chairs and/or spokespeople available for interviews. In the realm
of broadcast, it will be important that the Host Committee work closely with RC and that the Committee fully
communicate the broadcast requirements to the rest of the Committee as broadcast requirements often touch
on multiple elements of the operation.
Official Languages
All communications in relation to this Event must be provided in both of Canada’s Official Languages. This includes
websites, promotional material, in-venue announcements and major signage in the venues. RC will be able to
periodically help with translation services but Host Committees will need a plan for translations, including a RC
approved translation service, as well as for bilingual announcers/MC’s for all events.
All official and public correspondence must be released simultaneously in both official languages.
Bid Submission, Site Visit & Selection Process
General
The bid selection committee (as outlined in Ringette Canada Policy) will be faced with a difficult decision to select
from among several well-prepared bidding groups, all of whom would be more than capable of hosting an
unforgettable event.
Bidding groups will submit their bids in accordance with the time frame and in the format outlined within this
Section 3 of this document and in accordance with the procedures contained in the Ringette Canada Procedures
Manual. After receiving the draft bid, RC will conduct an on-site evaluation, and a report will be shared with the
bid selection committee.
Site VisitDates
Bidding groups should provide date options in this bid to host their site visit. Date options must be between
August 10th and September 7th inclusively.
Travel and Accommodations
Bidding groups will need to fund the travel and accommodation for one member of the Selection Committee to
conduct a site visit.
Venues and Presentation
The site visit will take place over the course of one day. Along with a member (or members) of the bid group, the
Selection Committee delegate shall visit all competition venues, special events locations and the proposed host
hotel.
At the discretion of the bid group, a formal presentation of the bid package may take place. The presentation
must not exceed 30 minutes in length.
Selection Procedures
The selection of the successful host Bid Committee will be conducted by the Selection committee.
The selection committee shall consist of one member of the Ringette Canada Board of Directors, one member
from a past Event Host committee and the Director of High Performance and Events or designate.
This group will review the bids and provide a recommendation to the Ringette Canada Board of Directors of
approval in accordance with the timeline outlined in Section 3.
Agreement with Ringette Canada
At least one year from the commencement of the Event, the Host Committee will enter into an agreement with
Ringette Canada regarding the technical arrangements, financial arrangements, operating arrangements and other
activities contained in the successful bid document, along with other roles and responsibilities outlined in the of
Ringette Canada.
Please submit your bids or direct your questions to:
jennifer@ringette.ca
Confirmation of receipt for bid submissions will be issued within two working days.APPENDIX
BID DOCUMENT FORMAT PART 1
Community Information
Brief outline of community proposed to be the host for the Event. Information in this section should include the
following:
● Name of host ringette association or co-hosting associations
● Name of host community or co-hosting communities
● Main airport to be used by Event and type of airport (local, regional, national, international)
● Overview of community events hosting history
● Community support (letters of support to be provided in Part 2), including endorsement of bid
from provincial ringette association
Playing Venues
Table using the following format for each proposed playing ice surfaces/venues:
Name of Venue e.g. Main Arena, Site X
Name of Venue Owner
Address of Venue
Website Address of Venue
Name of Ice Surface (if different than venue name) e.g. Main Ice A, Ice Pad 1
Dimensions of ice surface e.g. 85’ x 200’, 85’ x 196’*
Existence of ringette lines, including corresponding lines on boards Yes/No
Existence of ringette dots Yes/No
Spectator seating capacity in arena
Location of spectator seating in arena e.g. bowl, one-side only,
balcony, corners
Type of spectator seating in arena e.g. stadium, bench
Location and type of additional viewing e.g. lounge, standing behind glass
Available broadcast location Yes/No
Number of athletes’ dressing rooms
Size of athletes’ dressing rooms
Number of officials’ dressing rooms
Size of officials’ dressing rooms
Size of athlete warm-up area
Size of medical services room
Size of media room
Size of merchandise sales area
Size of Ringette Canada Operations Centre or Ringette Canada
office as appropriate
Size of volunteer services area
Size of Event committee meeting area
*Requires footnote
Schematic diagrams of all proposed playing venues and full descriptions (including photographs where
applicable) of the facilities located in each of the venues with spaces identified for each of the distinct activities
to occur in that venue (e.g. dressing rooms, warm-up, media, medical services, RC operations, merchandise
sales, volunteer service, food services, event services, broadcast location). If any other activities are to occur
at a playing venue, e.g. Opening Ceremony, this should be indicated on the schematic.
Information in this section will also relate to venue access: map showing location, distance from Host Hotel,
parking, public transportation and other relevant information associated to each venue.Ancillary Events/Venues
Opening Ceremony
Table presenting the following details for the Opening Ceremony activity, along with a schematic of the venue:
Date and time of Opening
Ceremony
Name of venue
Physical address of venue
Owner of venue
Website of venue
Type of venue (e.g. arena, auditorium, gymnasium, hotel ballroom, convention
centre, theatre)
Seating capacity of venue for activity
Type of seating for ceremony (e.g. arena, chairs, benches, theatre)
VIP reception and holding area
at venue
Distance from Host Hotel (km
and time)
Closing Ceremony
Table presenting the following details for the Closing Ceremony activity along with a schematic of the venue:
Date and time of Closing Ceremony
Name of venue
Physical address of venue
Owner of venue
Website of venue
Type of venue e.g. arena, auditorium, gymnasium, hotel ballroom, convention
centre, theatre
Seating capacity of venue for activity
Type of seating for ceremony e.g. arena, chairs, benches, tables, theatre
VIP reception and holding area at
venue
Distance from Host Hotel (km
and time)
Accommodations
Table presenting the following details for all available accommodations, commencing with recommended Host
Hotel:
Name of Hotel # Rooms # Rate Range Distance to Distance to Distance to
Meeting Main Venue Opening Closing
Rooms
e.g. 10 km/15
min
Letters of support from the appropriate hotels or local hotel association.
Other Event Information
Air Transportation
Table presenting the following information relating to main and/or alternate airport access to the host community
and each airline providing service to the airport:Name of Airport
Distance to Host
Hotel
Name of Airline Airport #/Day Aircraft Capacity ◊
Pt. of Origin †
Pt. of Destination ‡
Cost of Return economy
seating Between airport and
Halifax
Montreal
Ottawa
Toronto
Regina
Calgary
Vancouver
◇- Capacity of aircraft servicing airport via airline
† - Last stop of flight prior to arrival at airport or point of origin if single flight
‡ - First stop of fight departing from airport, or point of destination if single flight
The table will not take into account whether or not several plane-changes are required to reach the
destination, hence the rationale for the last/first point before arrival/departure.
Information contained in this section will be current as at the time of bid submission.
Ground Transportation Plans
Brief overview of ground transportation plans, if any, for movement of individuals (officials, RC Staff and Board
members, spectators) and/or teams from hotels to activity venues and between venues throughout the Event.
These details will identify the form in which the Host Committee will fulfill its obligations to provide access to
ground transportation, i.e. provide and drive vehicles, provide rental vehicles, etc. In the event of providing
driver-operated vehicles, this section will provide information of experience with ground transportation at
previous or similar events of this nature.
Broadcasting
List of previously broadcast events from the competition sites, either television or website.
Game Presentation
Brief description outlining plans to ensure proper game presentation.
Event Photographer
Name and website of proposed Event photographer, if known.
Ticket Distribution Plan
The Host Committee will determine, in conjunction with a third party ticket provider if one is being used, the
ticket prices and packages for all activities (spectator entry into games, ceremonies, other activities). This
information is not required for inclusion within this section; however the basic projections will form part of the
financial information to be included.
The decision to utilize a third party ticket provider is at the discretion of the Host Committee. In the event the
determination is not to use a third party ticket provider, this section will provide the details of how the Host
Committee will conduct ticket sales and distribute the tickets accordingly.
Coaches’ Meeting/Athletes’ ForumLocation of meeting room for coach/team registration and coaches’ meeting, including details of the room capacity,
room setup and amenities available for this activity, e.g. audio/visual aids, power, etc.
Organization Chart
An organization chart containing the positions of the Host Committee and potential names and resumés.
Event Budget
Projected Revenue and Expense Statement
An itemized revenue and expense statement with projected dollar amounts. It is anticipated that not all categories
of revenues and expenses will be incurred by all bidders, and some items not listed below may be incurred (and
should be included); however, the statement should appear using the identified items (where applicable) in the
format below. Note that in-kind contributions should appear both as revenue and offsetting expenses.
REVENUE
Estimated Revenue/Unit Total
Quantity
Grants
Municipal Government $0
Provincial Government $0
Federal Government $0
Foundations/Service Clubs $0
Per Team Hosting Grant $0
Other (list on separate lines) $0
Event Revenue
Event Passes $0
Single Day Passes $0
Opening Ceremony Tickets $0
Closing Ceremony Tickets $0
Merchandising/Sales Commission $0
Hotel Commissions $0
Official Photographer Commission $0
Sponsorship
Local $0
Regional $0
Provincial $0
National $0
Title $0
Other (list, if known) $0
Donations
Local (list if known) $0
Total RevenueEXPENSES
Estimated Cost/Un Total
Quantity it
Ticketing
Tickets Printing $0
Tickets Distribution Fees $0
Other $0
Event Operations
Venue Rental – Ice costs $0
Venue Rental – Preparation $0
Venue Rental – Other $0
Security $0
Parking Attendants $0
Medical Supplies $0
Medical Services $0
Photographic Services $0
Ceremonies
Opening Ceremony $0
Closing Ceremony $0
VIP Reception $0
Other $0
Transportation
Committee Transportation $0
Team Transportation $0
Ringette Canada and Official Transportation $0
Officials
Major Officials Per Diem $0
Minor Officials Training $0
Minor Officials Game Fees $0
Volunteers
Volunteer Recruitment $0
Volunteer Recognition $0
Volunteer Clothing $0
Marketing
Signage $0
Promotion/Advertising $0
Other
Gifts for Participants/VIPs $0
Administration/Bank Charges $0
Other (list) $0
Contingency
Total Expenses $0
NET REVENUE(EXPENSES) $0
Legacy Fund
Brief overview of plans for surplus funds, representing a legacy fund.Special Plans
Brief outline of special plans to be incorporated into the Event. Examples would be coaching seminars, special
tours of significant areas within the community, concerts, theme nights and ongoing events ongoing in the
community during the Event.
PART 2
Any additional information the Bid Committee wishes to include that is not already provided elsewhere in the
Bid Document Appendix such as the following community information and other significant local
information/events:
● Registration numbers of host ringette association and co-hosting associations
● Levels of play of host ringette association and co-hosting associations
● Population of host community and co-hosting communities
● Population of region of hosting community
● Airlines utilizing main airport and names and descriptions of alternate airports that may be used
● Descriptions of tourist attractions, local events and other promotional material
● Listing of non-sporting event hosting history over past 12-15 years
● Listing of sporting events hosting history (non-ringette) over past 12-15 years
● Listing of ringette events hosting history over past 12-15 years
● Community support letters from the following: o
Host city mayor and/or council
o Venue owners if not municipal owned venues
o Provincial ringette association
o Local ringette association
● Other optional community support letters:
o Local and Regional tourism authority
o Provincial government
o Local chamber of commerce or business association
o Regional health authority
o Airport authority
o Host hotel
o Local media outlet(s)
o Regional ringette association
o Ceremonies venues
Other groups as desired
Hotel Guest Rooms Room Nights Meeting Rooms
Host Hotel 40 double rooms 1 room for 60 people, available
(Ringette Staff and 5 single rooms 330 room nights for the duration of the week at no
Major officials) 2 Suite cost to RC.
400 3200
Teams (40 teams @ 10 Varies
rooms each) (8 nights)
Transportation Mini Van or SUV Cars Volunteer drivers
Ringette Canada 1 4
Vehicles
Major official 5 4-10 per day
transportationYou can also read
